PhD Tools: Vitamin-R and the Pomodoro Technique for Getting Going

[This is part of a series on the tools I used to write my PhD. Check out the other parts here.]

In my last post I mentioned the way I divide my work into timed segments. The ideal timing for me, I felt, was 45 mins on : 15 minutes off. The canonical division, however, is 25 minutes on : 5 minutes off. This is a technique commonly referred to as the Pomodoro Technique (named after a tomato-shaped kitchen timer, I think). You might find that starting off at 45:15 is too much at the beginning, particularly if you're not used to focused stretches of work, and that you have to slowly work your way up to that ratio, increasing the minutes incrementally.

I like the idea of splitting work into timed units as an alternative to the usual task-based approach. This way, you make sure to take regular breaks, and you develop a healthy appreciation for the fact that some tasks take longer than you were expecting. I used to be someone who would claim to work from 8am-6pm on a particular project. I now realise that that is an illusion. Nobody can concentrate for that long, and the work you'll be producing by the end of that session will most likely be worthless. Far better to have focused core sessions and then be honest about where you're spending your time. Working 8am-6pm day-in-day-out is also a surefire way to burn out from what you're doing.

Another advantage to pomodoros is that they are small enough to appear unthreatening to your emotional lizard brain. Confronted with two options (either working for 25 minutes on a particular problem, or an unboxed task instruction to 'complete this particular task') I know I feel far more comfortable taking a bash at starting to work if I just have to get through 25 minutes. If I place the entire responsibility and expectation of completing a section or a problem from the outset, I'm far more likely to find ways to avoid starting, to procrastinate (even if everything is switched off and I have no access to the internet; it's amazing how creative the mind can be at avoiding hunkering down and tackling a difficult task).

There are many (many) pomodoro timers available online. FWIW, the ones that I've used and found work well for me are: FocusTime, PomoDone (which hooks into Trello boards).

Around the time when I started my routine of 'Four Perfect Hours' each day, I discovered something called Vitamin-R. This is probably overkill for many of you, but if you're inclined to monitor your data and your stats and your progress, then it might be worth exploring.

The programme works on your laptop and your phone (though I almost exclusively used the Mac app) and you set up your time ratios (i.e. my 45 mins on, 15 minutes rest routine). You specify what you'll be doing during the coming 45 minutes. This is useful in forcing you to clarify what you will be doing, since being specific about this makes it likely that you'll make progress instead of just browsing about a bit in your sources and so on. It gives you alerts and alarms at the start and end of your pomodoros, as well as periodic 'tick-tock' noises at random moments to just remind you that this is a period of focused. Some people might find this annoying; I found it useful to occasionally break me out of a daydream or from going down some not-particularly-useful line of approach.

At the end of each session, it asks you how focused you felt while working. This is really useful for building up (over time) a picture of which times of the day are more useful than others in terms of your focus.

One of the charts that Vitamin-R generates

You can see that my early mornings were generally my core work time. You will usually have an instinctual understanding of this truth, but Vitamin-R allows you to confirm it and to keep track of just how many hours you're spending in 'Deep Work'.

I happened to have a Beeminder goal for 'Deep Work' at the time, and I filled it with data from Vitamin-R. At the end of every day, I'd update it with however many minutes Vitamin-R said I'd tracked as having been devoted to that deep work. That kept me honest, and it was also nice to see the cumulative core hours add up over time.

Here you can see the 187 or so hours I tracked in the first half of 2016

Most won't need or want this level of specificity or tracking. Any phone (even a dumb phone') comes with a countdown timer, and that's enough to get started with the pomodoro technique. I recommend it because it encourages regular breaks. If you find this useful, please do let me know. It's always good to hear from others in the 'trenches' of knowledge work.

Starting the Spaced Repetition Foundation

When I first learned about the idea of spaced repetition, I felt like I'd discovered a magic trick or a secret of some kind. Here was a piece of research that could transform how quickly I learned new words (I was studying Pashto at the time) and how well I recalled them. On the other side of that elation, I felt a simultaneous frustration and sense of disappointment that this piece of pedagogy / educational science hadn't come up before in my schooling career. All those vocab cards I'd created for my BA degree in Arabic and Farsi! So much inefficiency! Not to mention all the things I had studied at primary and secondary school. Most of that specific knowledge remains but it is like the shadow of its original form. I've recently started studying Maths again and I'm painfully aware just how much I've forgotten.

Spaced repetition is a principle that advocates a specific series of intervals between reviews of a particular fact or 'thing' that you want to memorise. A German scholar called Herman Ebbinghaus discovered that there is a pattern to how most humans learn and forget materials, and he outlined a specific algorithm to ensure optimum recall and retention of whatever you are trying to learn. For that, we must be thankful for the (seemingly) boring experiments he had to go through to get to that piece of insight.

Anki is a piece of software that manages your study and recall of individual pieces of information. The spaced repetition algorithm or insight is at the core of how Anki works and helps you. I've used Anki to learn languages, to memorise smaller facts and useful pieces of information, to cement my understanding of broader concepts, among other things. It's pretty adaptable to whatever your specific learning needs are. This is why I've stuck with Anki over its competitors. (I've tried pretty much all of them, and continue to do so, but Anki remains the most customisable and useful IMHO).

Over the years, I've had the privilege to share Anki with others along my travels. Sometimes this has come in the context of language learning, other times like with the friend who wanted to learn all the names of all the bones in the human body.

In fact, Anki was the original bridge or glue that started my friendship with Matt Trevithick, Sources and Methods co-host and all-round busy person. I walked into his office in Kabul -- he was working at the American University of Afghanistan at the time -- and spied a huge stack of flashcards in a box in the corner. I pointed to them and he explained with great pride how he'd learnt them all. We talked through his process a bit and soon enough I was singing the praises of Anki and how much time he'd save and...and...

We've had many conversations over the years relating to language-learning, the different ways Anki can be used and our overwhelming and continuing sense of disbelief that the principles of spaced repetition aren't more widely adopted in the field of education. People who get deep into self-study eventually stumble on SRS, since you often try to find ways to get faster or better in the absence of a teacher telling you what to do. The Quantified Self movement has been instrumental in spreading the gospel of SRS, too, in their special sessions devoted to the topic in their yearly conference, or through the pride-of-place given to show-and-tell explanations of how SRS has allowed someone to learn Chinese, or hieroglyphics or so on. (Click here for the QS list of talks referencing SRS. I'd highly recommend dipping your toe into some of these talks. Most are extremely engaging.)

Bringing matters up to the present day, I have a bit more time and bandwidth for focus now that the PhD is finished and Matt and I had been talking about this sense that more people should be using SRS for a few years, so we have finally bitten the bullet and started something to try to make that happen.

The Spaced Repetition Foundation is our institutional first step to start to spread the lessons to a broader audience and to more varied contexts. Our mission statement reads:

"The Spaced Repetition Foundation, an independent, not-for-profit center, is dedicated to advancing the adoption of spaced repetition as a supplementary learning tool.

"Despite the scientifically proven ability of spaced repetition to vastly increase the retention of information in the brain as a supplemental learning tool, the use of this technique is, at present, largely restricted to select individuals and students for personal enhancement or academic achievement. To date, no single center exists to advocate for the increased adoption of this approach in educational settings at the macro level, to increase public awareness of this useful tool, and to serve as a focal point for interested individuals to come together and work on these issues. 

"Attempting to solve this problem, Natalie, Alex and Matt, long-time users of spaced-repetition applications, decided in the summer of 2016 to start the Spaced Repetition Foundation, which seeks to function as an independent advocate dedicated to increasing the adoption of spaced-repetition technology wherever learning is happening."

Note that we are not completely and exclusively technology-centric in our approach. At least part of the work involves outreach, involves testing use cases and scenarios, and if it really is to find a place in the broader world (away from electricity and flashy phones, perhaps) it must be adaptable to low-tech or no-tech approaches.

Going forward, we'll be spreading the word about the science behind spaced repetition (spoiler: it works), ways everyone can use some form of review-recall testing in their lives, and generally galvanising different communities to find ways to rethink their approaches to knowledge acquisition and long-term recall through spaced repetition. We have some specific first steps planned, but I'll hold off with those details until they are more pertinent.

I'm extremely glad, too, that we will get to work with Natalie McKnight, the other co-founder, who brings a wealth of institutional and practical educational experience beyond simply the solitary learner that Matt and I represent. Natalie is Professor of Humanities and Dean of the College of General Studies at Boston University. I'm excited to work together with her to expand the kinds of communities and settings we can reach.

If you have any interest in the work we're doing, please sign up for our newsletter here or if you are interested in learning more, please do get in touch. Full details are available on our website at http://www.spacedrepfoundation.org.

PhD Tools: Omnifocus for Managing your Non-PhD Life

[This is part of a series on the tools I used to write my PhD. Check out the other parts here.]

Discussions of task management systems have a tendency to devolve into disagreement and discord, so I'll state upfront that the choice of how you manage the various projects and goals in your life is a very personal one. There is no one single 'best' software for task management; there is only the best one for you.

One problem when writing a PhD is that it is impossible to completely isolate yourself to the extent that might be optimal for the wiriting of the PhD. Even if you're lucky enough not to have to work while you're doing your research/writeup (i.e. you have funding), you still have things to plan outside the work of your dissertation: you have to shop for food, you have to pay your taxes, you have to workout, and so on.

If you're anything like me, it's easy to ignore these tasks and let them pile up in the absence of a system or a specific place where you're storing these different commitments. There are many different approaches to both the storage of tasks as well as the precise way of implementing those tasks (the order in which you do them, for example), but the one that I've found most useful in my work and personal life is the Getting Things Done (GTD) system proposed by David Allen.

You could lose yourself on the internet reading about approaches to GTD and advocates have the reputation of being a little intense in their zeal to convert you to its glories. Suffice it to say for now that the basic idea is pretty simple: split all your tasks down into the smallest possible component and assign each task an overarching project and a context (i.e. 'working on my laptop' could be a context, so could your phone, or a specific shop in town etc). Everything else is just icing on the cake.

There has been a lot of debate as to how suitable a GTD approach is for creative professions (such as PhD writing) and I've changed my mind on this a number of times over the years since first reading Allen's original classic book when I lived in Kandahar. My current position is a blend: I think GTD itself isn't probably the best single system for the kind of complicated 'knowledge work' that creative pursuits demands. In particular, there is a certain encouragement to reduce all tasks down to little 'widgets' that doesn't quite gel with how I write. (See the recent post by Kouroush Dini which examines some of this). That said, I do think that GTD is pretty excellent as a system to contain and support everything else that goes alongside your creative pursuits. Again, I don't have that much sense of the variety of everyone's approaches to task management, but I have enough going on (and I suspect you do, too) that I need a system that is more flexible than a big long list. In particular, I need something that can ping me about things that will happen in the future (or that I have to do in the future). I don't want to see those things in the interim period, mind you, so the system is already somewhat complex.

For me, all these tools are not important or useful in and of themselves. They are means to an end, or means to a series of interwoven goals. The whole point of having a task management system should, I believe, be to reduce friction and to give you back as much time as possible to do the important work to which you are committed. This means a system that is flexible and light-weight in terms of maintenance. It means something I can carry everywhere with me (from my laptop to my phone). And it means something that won't get in my way.

With regards to the various tasks that formed my PhD process, I moved most of those over to a Trello board (as I've explained in a separate blogpost here). I generally have a specific place for creative work -- either Trello, or Tinderbox, or perhaps just a specific notebook. Everything else goes in Omnifocus.

Omnifocus itself is a Mac-and-iOS-only programme. There's a popular competitor, Things, which others swear by and I used to use. For a more cloud-based approach, some love Todoist. All three offer are based around a GTD philosophy. I like how Omnifocus works, but it may just be because I've been using it for a long time and it's what I'm used to. All have a free trial period, but you'll only figure out whether they work for you over the longer term. I would not advise constantly changing task management systems. It takes a lot of time (relatively speaking) to get comfortable with how the software works (and how you fit it into your life and workflows). Moreover, these systems aren't cheap, especially once you shoot for the mobile versions / licenses alongside the desktop version. For affordability, I think Todoist is probably your friend. For power and if you really find you click with it, Omnifocus might be more suited.

With all of these approaches, having a broader sense of what you want the software to do for you really comes in handy. I don't think it is essential to read Allen's Getting Things Done prior to working with one of these systems, but I know my own use of them wouldn't have been the same without a sense of the guiding principles. It's a quick and easy read.

Three things that I found really essential and stimulating from his book:

1) The idea of splitting things down to smaller chunks and the 'next action':

Let's say you want to host a dinner party on the weekend. You could just write a line on a piece of paper, "prepare for dinner party" and be done with it. But, as Allen pretty convincingly shows in his book, without defining exactly what that means (using sentences that have verbs in them, in Merlin Mann's useful phrasing) then you're likely to procrastinate about that particular task. You're also likely to forget things, and you'll probably feel like you're juggling a thousand separate small balls prior to getting ready for the party.

Similarly with something in the knowledge work field. If you've ever had a task like "write article" or "write chapter" or (even worse) "work on PhD" in your task list, you're pretty sure to have avoided that at some point, probably often. It is the lack of specificity that really causes problems. So Allen encourages you to figure out what is the smallest single-action next step in order to move forward with your particular project. Maybe you need to read something before you can work on your next PhD chapter. But then you realise that you don't have a copy of the book at home, so you'll have to go to the library. But then you realise your library card needs renewing before you can take it out. Finding and specifying these chains of dependencies is a really great way, therefore, to get and keep moving with your work.

2) Regular reviews:

GTD encourages weekly reviews of your tasks and projects. Since reading Allen's book, I've sometimes neglected my reviews, but I am certain that when I do block out an hour or so to make sure I am on track (or figure out what went wrong) each week, I feel much more in control of what's going on. (I even have used Beeminder to make sure I keep doing my weekly reviews in the past).

Reviews keep you aligned with the various levels of goals that you have. Allen talks about the runway level (the individual specific tasks you have to do), then the 10,000, 20,000 ft all the way up to the 50,000 ft perspective. At 50,000 ft, you're starting to talk about your purpose as a human being on the planet. At 10,000 ft, this is your list of ongoing projects. And so on. At the beginning, I was much more focused on the day-to-day actionable side of GTD, but as the years have passed I've become more convinced of the use of having these higher-level goals and perspectives.

3) 'Capture', or an inbox to store random things during the day:

This was half from David Allen, half from Merlin Mann (who in turn was inspired by Allen). The idea here is that whenever you think of something that needs to be done, or an issue that you have to handle/tackle, make a note of it. If you just try to keep it in your head, you'll either forget it, or you'll lose energy and mental bandwidth because you have too many such items hanging around.

I have a digital inbox in Omnifocus where I'll make notes of tasks or things I need to handle as they occur to me. Adding it into my inbox is easy, and I know it won't be forgotten because I'm reviewing everything at least once a week. In reality, I'm sorting through my task inbox once every day or two as well, so as to stay on top of these tasks.

I also have a paper notebook, which I'll use to jot notes down when I'm out and about, or when I don't want to be using digital technology etc. I'll transfer any tasks or notes from this notebook into Omnifocus usually at the end of every day, but if I'm particularly busy then I'll just do it during my weekly review on Sundays.

This turned out to be a longer post than expected. I barely scratched the surface of my workflow around Omnifocus but I think you'll have to develop your own if it is really to stick. Let me know if you find these concepts useful, or if you end up having some success with a task management system like Omnifocus.

PhD Tools: Backup Systems for Staving off Sadness

[This is part of a series on the tools I used to write my PhD. Check out the other parts here.]

Having some kind of backup system is essential for all PhD students (and probably anyone else using a computer for writing of one kind or another). The less friction to your backup system, the better. If you have to plug in a USB or Firewire external hard drive in order to start your backup process, you're probably not going to be doing it enough and you're probably going to lose files and data.

I've learnt the hard way how hard drives can fail. A few years ago, I lost roughly a decade's worth of digital photos when my backup system failed. My work files were ok -- because I'd taken steps to check that this was working - but for whatever reason I hadn't taken the same care for my non-work files. Cue sadness.

I use multiple types of backup. Ideally, you'll also use at least two. One should be a regular backup to a hard drive -- something like Apple's Time Machine in conjunction with an external disk -- and the other should be a cloud backup.

I use Backblaze and Spideroak for my cloud backups. You may find it overkill to have two separate systems for storing my backups in the cloud, but space and the services are cheap enough that it's possible. In fact, if I was living somewhere with faster internet I'd probably add in AWS Glacier as an additional backup service.

I also use SuperDuper to make a clone copy of my hard drive. I've been burnt by Apple's Time Machine backup in the past (see above) so I don't use it any more because I lost my trust. But I heard it's better now. Caveat emptor.

Programmes like Scrivener (see earlier blogpost) have built-in auto-backups. Use them, and test them to make sure it's doing what it says it's doing. You don't want to have to find this out after something's gone wrong.

In fact, I encourage you to make a recurring calendar appointment with yourself to stress-test your backup systems once every two or three months. Different scenarios to try out: your hard drive fails; try to get hold of your main PhD working draft from your backup system. Or, another good one, your laptop gets stolen; are you able to access all your files regardless, and eventually (once you replace your computer) restore your system as it was before the theft? Actually do these tests! I've often found that a system that I thought was working properly turns out to be failing in some small but essential way.

Towards the end of the writeup, your paranoia around file failure is likely to be sufficiently intense as to inspire all sorts of manual backup routines. Earlier this year while I was nearing that point myself, I would email myself zipped copies of the scrivener file as well as store copies on Evernote and Google Drive and Dropbox. This, note, in addition to the other backups I had going.

A lot of this is common sense. Backups are important. We all know it. But it's good to have a system that you know and can be confident works. Don't tarry! Take steps to set something up today, even if it's just a background cloud backup service like Backblaze.

PhD Tools: Turn Off the Internet with Freedom

[This is part of a series on the tools I used to write my PhD. Check out the other parts here.]

Freedom does one thing and it does it well: turning off the internet (or parts of it). It removes temptation by giving you a time slot where the internet is turned off (and no way to turn it back on) on both your laptop and your phone. [Note: at the current moment there is no Android version of Freedom, but it's been a long time coming so I imagine that will be released in the near-term future -- a recent twitter query suggested "end of the summer"].

You can run it on an ad hoc basis -- i.e. you decide that you want 30 minutes of 'freedom' starting now, click, and then you've turned off the internet. OR you can pre-schedule those times (my preference) such that you can say Every Monday-Friday, I want to turn the internet off from 5am-12 noon every day. That time will thus be core time for writing, reading or using in some other kind of productive manner, free from distractions and interruptions.

You can tweak the settings so that you're not turning off the entire internet. You can make your own custom blacklist of sites that you know are kryptonite for you. (RescueTime is a great way of coming up with that list of which sites you're sinking too many hours into, especially when you have a few months of data). I don't particularly like this selective blocking because there's always going to be a new site of some kind or other that I haven't preemptively added to my blacklist. I don't need any access to the internet for my work, actually, so it's easiest to just turn it off completely.

In short, Freedom is great for aligning your goals (i.e. write words for my PhD every day) with a reality in which there are many shiny sites and videos and social media streams to follow. If you can find a way to turn that all off (or down to as minimal a level as possible) you'll get a lot more done and feel better at the same time.

PhD Tools: Mellel for Layout and Final Presentation

[This is part of a series on the tools I used to write my PhD. Check out the other parts here.]

Mellel is what I use for the final formatting of documents. It might be overkill for some, but in the case of my PhD, the extra features really saved me some time and headaches.

At first glance, there isn't much to distinguish it from something like Pages.app or Microsoft Word. Mellel is a word processor. It allows you to format how the text is presented on the page. The level of control over those decisions is what distinguishes Mellel over the free/default alternatives.

For example, styling formatting for certain types of text is easy in Mellel. Want to change the way all headings of a certain level are formatted? Mellel can do this. Want to manage the formatting of Arabic, Pashto and Dari text without worrying that things will come out the wrong direction? Mellel is designed to handle these right-to-left languages and scripts. Want to do things with bibliography formatting and scanning? Mellel plays well with Bookends and the other reference managers. Similarly with things like your Table of Contents: Mellel handles it all with style (literally!).

An alternative to Mellel is Nisus Writer Pro. As far as I can make out there isn't that much difference between the two. Mellel also has a version for iPad so you can work on documents on the go as well.

PhD Tools: Bookends for Managing References

[This is part of a series on the tools I used to write my PhD. Check out the other parts here.]

My PhD included references to 479 individual sources. It's well known that formatting issues often plague students just prior to submission of their dissertations. A reference manager can help solve most of these problems.

When I began my PhD, I was using Sente, a Mac-only programme, but towards the end I transitioned to Bookends. There's no particular reason for the change, mainly that Bookends is a slightly sparer-design.

Different journals and universities require different formatting of references and sources. Bookends (or whatever you choose) is an easy way to stay on top of these formatting issues.

It connects easily (via a shortcut) to Scrivener or many other word processing tools that are commonly used. If you have many references like me, you can colour code them to make it easy to see what's what at a glance (see the image above for part of the database I used for my PhD).

I don't, however, use Bookends as a repository for PDFs and documents. You can do this, technically, but it's not ideal. You're far better off keeping your reference manage for what it does well, and then having a separate file system for your PDFs and other documents (like DevonThink, for example).

PhD Tools: Scrivener for Writing Long Things

[This is part of a series on the tools I used to write my PhD. Check out the other parts here.]

I spent several years with this particular file...

Scrivener is the go-to tool for anyone working on longer structured pieces of fiction or non-fiction. It's great for structuring your work as well as the writing itself.

When you write a PhD, it's important to keep word counts in mind from the beginning, otherwise you'll be left with hundreds of thousands of words and only 80,000 permitted to submit to the university and your examining committee. Scrivener allows you to manage the word counts of individual sections and their sub-sections (see the image above). It offers a variety of ways of displaying these word counts, setting goals and generally staying on top of this important metric. Of course, PhDs are more than just the number of words you manage to type, but I've met enough people who wrote too much to know that this is a common problem.

Scrivener also excels at structuring texts. You have 80,000 or maybe 100,000 words to write, so you split it up into chapters, but then those chapters must be split into chunks of roughly 500-1000 words as well. You can do this structuring using a corkboard-style visual interface (that I never use much and don't particularly like, but am fully willing to concede that some people do like and use it) or a more standard outline tool.

(Note, too, that there are 1001 other bells and whistles that come along with these core functions. It's highly customisable and adaptable to your specific needs. You can tag, show selective views of your text etc etc to your heart's content. There is also an iOS version for your iPhone / iPad that some people who are more mobile might find useful).

Another thing that PhDs seem to involve is references and footnotes. Scrivener works beautifully together with the major bibliographical reference managers (Bookends, Sente etc) so you can rest assured that you won't have any trouble there.

Finally, it's easy to get things out of Scrivener, when the time comes. Sometimes you just want a copy of a single chapter to show to your supervisor, minus incomplete footnotes and in-text notes or annotations to yourself. Such a custom export is easy to set up. Similarly, when you're finished with the drafting and want to work on the presentation (more on Mellel in a separate post) somewhere else, it's easy to export exactly as you want.

Walking with Words

Earlier this year I glanced at my Fitbit stats and saw that I was walking less than usual. There were some reasons for this, but as always, the data itself functioned as a sort of reminder, a nudge in the right direction. I had a think about the main thing keeping me from writing and realised it was because I was working full-out writing my PhD.

Most of the second (rewrite)/redraft of my thesis was written in a little coffee shop in Delft (a small historic town in the south of Holland). Each morning I'd cycle to the cafe at 7:30, ready to start at 8am. I'd work for four hours and then cycle back home at 12. I'll write more about this particular workflow/pattern in a separate post, but suffice it for now to say that I had lots of time in the afternoons when I could be walking or finding more ways to be moving my body, but this wasn't happening.

When I tried to remedy this by going for more walks in the afternoon, I found I developed a strong antipathy to the time outdoors. It shouldn't have been that way. I was in the middle of nature, walking through nature preserves and forests close to home, but that apparently wasn't enough.

Podcasts and audiobooks offered a way through and round this problem. I took a bit of time to explore some different shows with regularly published episodes and I filled up my Audible queue with interesting books that I wouldn't otherwise read. It turns out that this was enough. (I feel like I've learnt this lesson in the past, albeit in slightly different circumstances. I guess some lessons don't stick as well.)

In case you're curious, four podcasts I still enjoy are:
1) The Frontline Club -- recordings of their live events in London. The quality is variable, but generally you learn something about a place or an issue that you hadn't considered (either ever, or for a very long while). Time well spent.
2) Invisibilia -- the first series was far better than the current one, but they're still almost always interesting and stimulating. The hosts discuss various aspects of psychology, behaviour and social activity.
3) Back to Work -- This might only make sense if you've been listening from the beginning, but Merlin Mann and co-host Dan Benjamin are an interesting pair to discuss technology, its role in our lives and a huge number of various connected issues.
4) Reveal -- this is connected with The Center for Investigative Reporting and each episode offers audio versions or discussions of major investigative reporting. Like with the Frontline Club, you learn a lot from this one. It's a little US-centric, but not exclusively so.

For Audible books, the sky is the limit. I listen to books at 1.25 or sometimes 1.5x speed (and podcasts at 1.5-2x speed), so even very long books can only take 12 or 13 hours to get through. That's one or two weeks of walks for a book you wouldn't otherwise have read. Get through a book or two every two weeks and you're reading a couple of dozen books a year.

Now when I think about whether I want to go for a walk, I am enthusiastic about going out. I'm happy not only to be moving, but also to be coming into content designed to inform and entertain. If you aren't moving as much as you feel like you might want, maybe see if you can add in some audio media to make the activity more pleasant.

PhD Tools: Beeminder

[This is part of a series on the tools I used to write my PhD. Check out the other parts here.]

I feel like I've mentioned the end of the PhD several times in recent posts (PHD IS OVER!). It occurred to me that it might be useful to go through some of the tools and principles that I found most useful in completing the doctoral thesis, the research and the work in general. Part of this is by way of giving thanks to the application or methodological creators, and the other part is me thinking that others (future / current PhD students?) might find this useful.

It took me many years to finally settle on these tools. It would probably be unwise to adopt my entire writing style and process for yourself, because everyone's unique. I read a lot of books, blogposts and discussed things in forums and at meetings with others. This is all the product of a lot of procrastination (some active, some just resulting from hanging out on twitter or subscribing to a bunch of productivity-related blogs in my RSS reader).

Each post will vary in size. For some I'll go into a bit more detail because the principle will be somewhat unknown. Others are mega-players in the tech world so I'll just tip my hat in their direction.

Minding the Bees

My first pick is, of course, Beeminder. (I've written about Beeminder before here.) The principle behind this service is pretty simple: you commit to doing a certain thing (or things) by a certain date (or regularly each day etc) and if you don't do them, you're penalised with money taken from your credit/debit card. The amount of money taken depends on whether you're a first-time offender (free, or $5), but then it increases exponentially. Pretty soon you'll be facing $270 or even higher fines.

Needless to say, this is a pretty strong motivator. You can hear about some of the nitty-gritty details in a podcast interview I did with Matt Trevithick and the founders of Beeminder, Bethany Soule and Daniel Reeves.

I have used Beeminder for a really wide variety of things -- not just for my work but for my personal life, too -- but in terms of my PhD, I had three main goals it supported:

1) tracking the amount of time I spent writing. You can hook up RescueTime (a passive activity tracker on your laptop) to feed into Beeminder. I can then say that I want to make sure I do a minimum of 1 hour of writing in Scrivener each day (for example), and Beeminder keeps track of the rest. This is a good thing to track because, ultimately, the PhD is all about keeping writing. You can get lost in the research, but after a certain point you just have to deliver it and ship the damn thing. This keeps you honest about the writing part, the sitting down in the chair and putting words on the page.

2) words drafted -- this one's a bit more delicate, since often when you're starting out, drafting a new section or chapter, the words that come out are useless drivel (or replace with a far less charitable way of describing their quality, and say hi to my inner voice while you're there!). At the beginning, doing basic drafting, it's hard to get started because you feel everything has to be perfect. The best antidote to this is to work on a 'shitty first draft'. Here, the idea is simply to churn out enough thoughts to fill the blank space in the outline, or book, or chapter or wherever.
A specific example: I flew to Karachi in late 2012 to hammer out the first draft of my dissertation. I setup a Beeminder goal of having 100,000 words of text (approx the maximum word count allowed for submission to the university) and a date 6 weeks in the future, and I got writing. Beeminder calculates and tells you how many words you have to get done each day in order to stay ahead of the curve. (There are graphs. They are awesome). As long as you keep writing, you're ok. And I did it. Most was horrible, and some of it was inner conversations between myself and myself about the subject under consideration, almost all of which I had to rewrite in some shape or form later on. But... it was words on the page, and it was me thinking through the issues. It was essential.

3) Sources Read -- this might be unique to me, but at some point I had to return to the newly-gathered sources of the Taliban Sources Project. I looked in my DevonThink database (about which, more to come in a future post) and saw I'd flagged 1000+ articles to reread, catalogue/tag and integrate into the main thesis argument. So I plugged those numbers into Beeminder, gave myself a workable daily rate (50 or 100, I think) and then it calculated the rest and kept me honest.

So, to sum up:

• Beeminder forces you think backwards from your goal if you have a specific endpoint in mind. This is extremely valuable as it makes sure you're not being overambitious.
• Beeminder gives you accountability. It keeps you honest. This is what I initially found was most valuable, but later on I needed this less. YMMV.
• The community of Beeminder users is wonderful. The forum is a great place to get ideas, discuss approaches / failures etc.
• It works! Many people have had great results using Beeminder.

I'm not going to say I couldn't have written my PhD without Beeminder, but I'm almost saying it. Go check it out!

Learn all the districts of Afghanistan with Anki!

A friend was asking about using Anki to learn to recognise the districts of Afghanistan so I made her a deck that provides tests in the following way;

On the front of the card the question is presented along with a computer-generated audio pronunciation of the district name:

Then if you know it, you'll answer Badakhshan and then you'll click/tap through to the next screen to see if you got it right. You'll see this:

Then you can mark whether you got it right or not. There are around 400 districts to learn, so if you learn 13-15 new cards each day you'll finish the whole lot in a month.

Why learn all the districts of Afghanistan? Sometimes you'll hear someone talking about a particular place or part of the country, and without knowing which province they're talking about you might not understand the context or the conversation. Plus, a little bit of geography never hurt anyone.

Give it a try. And let me know if you manage to complete the deck. You can download the full Anki file here. Enjoy!

Walking Amman

I’ve been walking around Amman a little in the past couple of days. My poor sense of direction with the city’s somewhat haphazard street layout mean I make use of digital GPS maps on a regular basis. In Europe or North America, Google Maps is my service of choice, with due acknowledgement of their general creepiness.

But I discovered yesterday that Google Maps is pretty atrocious when walking around Amman. Either their data is old and of poor quality, or the algorithm for calculating time/distance between two points is not properly calibrated for a city with many hills. If you look on Google Maps’ display, you’ll see what looks like a flat terrain. Everything can seem very close. If you look out of the window, or walk on the streets, you’ll see that hills and a highly variable topography are very much a part of the experience of the city. (This gives some idea of it).

Google Maps knows how to deal with hills or variable terrain. After all, San Francisco, close to their centre of operations, is a pretty hilly city and I found the maps and the estimated timings worked pretty well when I was there last year. Which suggests to me that the problem isn’t that Google forgot to take into account topography but rather that the data is poor.

I’m studying data science-y things these days, so I thought a bit about how they might improve this data. Some possible solutions:

1. They’re already monitoring all the data coming from app usage etc, so why not track whether its estimations match up with how long people actually take to walk certain streets/routes. Mix that in with the topography data, and average it all out.
2. They could send out more cars. I don’t know how accurate the map data for driving in Amman is, but some anecdotal accounts suggest that it suffers from similar problems. This is probably too expensive, and I’m assuming it’d be preferable to find a solution that doesn’t require custom data collecting of this kind. Maybe something for when the world has millions of driverless cars all powered by Google’s software, but for now it’s impractical as a solution.
3. Find some abstract solution based on satellite-acquired topographic data which takes better account of gradients of roads etc.

For the moment, Google Maps is pretty poor user experience as a pedestrian. Yesterday evening I was walking back home from the centre of town. The walk would, Google told me, take only 12 minutes. 40+ minutes later I arrived home.

Others have noted this same problem and suggested an alternative: OpenStreetMap data. The data is unattached to a particular app, but I downloaded one alongside the offline mapping data for Jordan/Amman. It seems pretty good at first glance, and I’ll be testing it out in the coming days. I’m interested o learn why it seems to perform better. My initial hypothesis is that its data is just better than that which Google Maps is using.

Remove Your Colour

This is just a quick little trick that may or may not be useful for you. I can't seem to track down the site where I originally read about this, but if I discover it subsequently I'll be sure to credit the author/blogger because I've derived a lot of benefit from this.

The idea is simple: switch all your digital devices' displays to black/white or grayscale (i.e. turn off all colours). This includes phones and laptops and whatever else may have a bright colourful screen that allows you to change the colour configuration. You do this because, as I discovered, so many of the (cheap) tricks employed by websites and computer systems to get you to keep using them, all of these things use colour as a key tactic. By turning the colour off, you take away a lot of the emotional pull that these services have on you, and thus are more able to switch off, detach and so on.

Readers of this blog will know that I've been a long-standing advocate of turning everything off. My phone is on Airplane Mode for almost the entire day, usually, and my laptop is only connected to the internet if there's a particular reason. Connection to the internet, for me, is a privilege not a right. It's a rule that I've defined for myself -- (this will / may not work for you!) -- but it's one that I've defined because I had problems with these things in the past. For someone interested in learning more, with half an iota of curiosity about the world, the internet is a feast of opportunity and possibility. Social media more so: every connection is an opportunity to discover something new, and the stream never ends!

So I've become pretty good about switching these things off, but sometimes you have no choice. Having all screens as black-and-white means that I have a bit more objectivity, or power to stand back from the allure of programme x or service y.

You really notice how much colour plays a role in keeping you using your phone or a particular app when you turn the colour back on after a few days with it turned off. (Occasionally you have to identify a particular colour in an emailed photo, or some such). Suddenly everything is pretty. Reds and blues and greens glisten. The screen on most modern devices is really a marvel, and it's clearly designed to work well with colour.

Still, turn it off. That's how they get you. (Instructions for Macs here, Android phones here, PCs here (sort of), and iPhone/iPads here). You might be surprised how it gives you a bit more power over your own choices.